OEL Program and Policy Webinar by ukn11626

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									OEL Program and Policy
       Webinar

         June 27, 2007
         3:00- 5:00 p.m.

Office of Early Learning
            AGENCY FOR WORKFORCE INNOVATION
   AWI-OEL VPK
Improvement Process



Office of Early Learning
            AGENCY FOR WORKFORCE INNOVATION
         VPK Improvement
         Process Draft Rule
What it does:
• Establishes procedures for an early
  learning coalition or school district to
  approve an improvement plan for a
  VPK provider with a low kindergarten
  readiness rate.


    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
                     Why?
VPK law requires the State Board of Education
 to periodically adopt a minimum
 kindergarten readiness rate that:

   demonstrates satisfactory delivery of the VPK
    program
   is not higher than the rate at which 15 percent of
    all VPK providers would fall below the minimum
    satisfactory rate

  Sections 1002.51-1002.79, Florida Statutes
    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
   Low Performing Providers
VPK law requires a VPK provider whose kindergarten
  readiness rate falls below the minimum satisfactory
  rate to:
Year 1 – submit an improvement plan for approval by
  the coalition or school district and implement the
  plan
Year 2 – use a DOE-approved curriculum, along with
  other corrective actions, as conditions of probation
Year 3 – be removed from the VPK program after two
  consecutive years on probation
                  (Sections 1002.67 (3)(c)1-3., F.S.)



     Office of Early Learning
                 AGENCY FOR WORKFORCE INNOVATION
             Provider
         Acknowledgement
• Providers who fall below the minimum
  kindergarten readiness rate must
  acknowledge their designation as a Low
  Performing Provider and complete a
  questionnaire about their VPK program
• Includes total number of instructors and
  percentage with Early Childhood education,
  training, curriculum, and more
• Sample provider acknowledgement template

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
          Development of the
          Improvement Plan:
Providers must:
  • conduct a needs assessment of their
    program
  • Identify at least 2 targeted areas for
    improvement
  • set a timeline to implement the
    proposed actions.

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
 Improvement Plan Template
To create a customized improvement plan, a
  template will be available for Low Performing
  Providers.
Includes display of:
• program information previously provided
• results of a needs assessment
• targeted areas for improvement
• view a sample provider Improvement Plan

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
       Needs Assessment

• Administered within the last year of the
  provider’s VPK program

• If no assessment, then this will be part
  of the improvement plan



    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
 Strategies for Improvement

• Describe targeted areas based on
  needs assessment

• Actions already taken or proposed to
  be taken (at least two)



    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
     Submission and Approval:
• A provider must submit the plan within 30 days after
  acknowledgement as a Low Performing Provider.

• A coalition or school district, as applicable, must
  approve the plan within 10 business days if plan is
  complete according to the criteria

• If the plan is incomplete or insufficient, it will be
  returned for revision and must be resubmitted within
  30 days

• A provider may not begin instruction for a new VPK
  class or program until the improvement plan has
  been approved

     Office of Early Learning
                 AGENCY FOR WORKFORCE INNOVATION
          Implementation:
• A provider must provide a copy of an
  improvement plan upon request
• A provider must submit periodic reports on
  the provider’s progress in implementing the
  plan to the coalition or school district as
  applicable
• AWI-OEL determines the timeline for periodic
  reports
• Recommendation: Quarterly (November,
  February, May, August)
    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
• All aspects of the Improvement Process
  must be completed electronically through the
  Web site: www.ImproveVPK.org


• An alternative method is available for
  providers not able to submit online, with
  approval by AWI; however this paper method
  will require that a coalition, school district, or
  AWI staff enter the information into the
  electronic format


     Office of Early Learning
                 AGENCY FOR WORKFORCE INNOVATION
       Internet Resources
• VPK Improvement Process Web site

• AWI-OEL Web Tutorial

• Supporting materials will be available
  on the Web site to coalitions and
  school districts

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
   Specific Questions

Send questions about the
VPK Improvement Process
           to:



Office of Early Learning
            AGENCY FOR WORKFORCE INNOVATION
VPK Improvement Process
       Resources




 Office of Early Learning
             AGENCY FOR WORKFORCE INNOVATION
  VPK Improvement Process
         Resources

The Office of Early has developed eight
“fact sheets” to assist providers in
developing their Improvement Process
Plan.



  Office of Early Learning
              AGENCY FOR WORKFORCE INNOVATION
     VPK Improvement Process
            Resources
  The fact sheets focus on the target areas of the
  Improvement Plan. The target areas include:

 Administrative and Management Practices
 Classroom Instructional Practices
 Social-Emotional Interactions among Prekindergarten
  Instructors and Children
 Classroom Learning Environment
 Developmentally Appropriate Curricula
 Developmental Screenings
 Developmental Assessments
 Family Involvement
     Office of Early Learning
                 AGENCY FOR WORKFORCE INNOVATION
    VPK Improvement Process
           Resources

Each fact sheet includes:
A description of the target area
Rationale for the target area
Examples of actions that can be taken to
 improve the target area
Resources for improvement

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
  VPK Improvement Process
         Resources
The fact sheets will be uploaded to the
improvement process website
www.improvevpk.org. While completing
the improvement plan, providers will be
able to click on the link for the target area
and the fact sheet will be displayed.
Providers will also be able to print the fact
sheets from the website.

  Office of Early Learning
              AGENCY FOR WORKFORCE INNOVATION
Rulemaking Update




Office of Early Learning
            AGENCY FOR WORKFORCE INNOVATION
             Rulemaking Update
VPK Rules 60BB-8.100 thru 8.900 were recently amended with an
  effective date of May 24, 2007.

   – The updated VPK forms referenced in the amended rules are
     posted on the OEL website.
Upcoming Rules
   – VPK Improvement Process
      • Public Hearing, if needed, has been noticed in the FAW for
        July 20, 2007, at the Hyatt Regency Hotel in Tampa, Fl
      • Adoption (Mid-August)

   – School Readiness Health & Safety Standards
      • Public Hearing tentatively planned for the first week of
        August. Notice will be posted in FAW


       Office of Early Learning
                   AGENCY FOR WORKFORCE INNOVATION
       Rulemaking Update
– School Readiness Education Standards

   • Workshop is tentatively planned for early August in
     Tallahassee
   • Public Hearing is tentatively planned for Mid-
     August in Orlando
   Notice will be posted in FAW


   Comments can be sent to us at:
         OELPOLICY@awi.state.fl.us
  Office of Early Learning
              AGENCY FOR WORKFORCE INNOVATION
     2007 Provider
      Market Rate


Office of Early Learning
            AGENCY FOR WORKFORCE INNOVATION
          Rate Calculator
• Early Learning Coalitions completed entering the
  private pay rates of all legally operating
  providers into the web-based Rate Calculator
  system on April 30, 2007.

• AWI-OEL staff have completed analysis of the
  data and used the rates of the licensed and
  registered providers to calculate the 2007
  market rate.


     Office of Early Learning
                 AGENCY FOR WORKFORCE INNOVATION
         Provider Counts

• 15,189 providers entered in the Rate
  Calculator

• 2,933 of the providers - no rates
  entered into the Rate Calculator


    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
         Response Rates By
           Provider Type
Licensed Child Care Centers

• 79% (6,369 of the 7,976) licensed centers
  entered into the Rate Calculator reported
  private pay rates

• 1,607 licensed centers did not respond

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
        Response Rates By
        Provider Type (cont.)
Licensed Family Child Care Homes
• 83% (4,118 of the 4,903) licensed family
  child care homes entered into the Rate
  Calculator reported private pay rates.

• 785 licensed family child care homes did
  not respond.
    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
        Response Rates By
        Provider Type (cont.)

Registered Family Child Care Homes
• 75% (1,644 of the 2,185) registered family
  child care homes entered into the Rate
  Calculator reported private pay rates.

• 541 registered family child care homes did
  not respond.
    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
      Market Rate Guidance
• Florida Statute 402.3051 requires that,
  “the market rate be established for
  licensed child care facilities or facilities
  that are not subject to s. 402.305, licensed
  or registered family day care homes,
  licensed before-school and after-school
  child care programs, and unregulated care
  provided by a relative or other caretaker”.

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
   Market Rate Guidance (cont.)
• School Readiness Act requires that each
  coalition adopt a payment schedule that
  considers the current prevailing market rate.

• The prevailing market rate is defined as “the
  annually determined 75th percentile of a
  reasonable frequency distribution of market rate
  in a predetermined geographic market at which
  licensed child care providers charge a person for
  child care services”.

     Office of Early Learning
                 AGENCY FOR WORKFORCE INNOVATION
Market Rate Guidance (cont.)
• To determine a reasonable reimbursement
  rate for school readiness services, the
  private pay rate of licensed child care
  centers, licensed family child care homes
  and registered family child care homes are
  collected at the local level. The seventy
  fifth percentile of the rate for each
  provider type and care level is then
  determined to calculate the market rate.
    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
Calculation of the 75th Percentile
• Provider rates are extracted from the Rate Calculator
• Data is broken out by:

      County
      Provider Grouping (e.g. Licensed center, Licensed
            Family Child care, Registered Family Child
            Care)
      Age group
      Rate category, (only full time weekly rates are used)



     Office of Early Learning
                 AGENCY FOR WORKFORCE INNOVATION
Calculation of the 75th Percentile
 – Full time rates equal to or less than 50.00 are
   discarded
 – Full time rates equal to or more than 400.00 are
   discarded
 – Rates are ranked in descending order
 – The total number of rates greater than zero is
   determined
 – The total number of rates greater than zero (step 3) is
   multiplied by .75
 – Rates are counted up from the bottom (lowest rate)
   until the number determined in step 4 is reached.
   This number is the 75th percentile.

   Office of Early Learning
               AGENCY FOR WORKFORCE INNOVATION
           2007-2008
      Reimbursement Rates
• Upon the release of the 2007
  Payment Rate guidance, each early
  learning coalition should review the
  results to determine if a rate change
  is appropriate.


    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
  Administrative Plan
     Amendment



Office of Early Learning
            AGENCY FOR WORKFORCE INNOVATION
Administrative Plan Amendment

• Any remaining elements that a coalition
  has not submitted for the Administrative
  Plan Amendment are due July 13, 2007.

• Please submit the completed document to
  Anne.Cahn@awi.state.fl.us


    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
      OEL
Cash Management
   Procedures


Office of Early Learning
            AGENCY FOR WORKFORCE INNOVATION
    Effective Cash Managment

Cash Management includes:
• Accountability of all funds at all times
• Written procedures to minimize the time
   between transfer of funds and payment
   of expenditures
• Maintaining sufficient cash on hand to
   prevent the disruption of services

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
      Requirement for EFTs
• Electronic Fund Transfers (EFT) must
   be used
• Submit Direct Deposit form (DFS-A1-
   26E) to Department of Financial
   Services to initiate EFT
• Make sure info on Direct Deposit form
   matches MyFloridaMarketplace
   information

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
         VPK Prepayments
• Prepayments allowed by 1002.71(5)(b)
• Prepayments are based on enrollment
• Reconciliation based on certified
   attendance
• Prepayment must be reconciled by final
   invoice
• Coalitions owed funds by providers must
   document this on final invoice
• Follow Fiscal Guidance 240.03 to seek
   repayment
     Office of Early Learning
                 AGENCY FOR WORKFORCE INNOVATION
Advanced Payments
        in
 School Readiness
     and VPK

Office of Early Learning
            AGENCY FOR WORKFORCE INNOVATION
       Initial Cash Advance for
           School Readiness
• Requests made before, or early into, new
   fiscal year
• Advanced amount may not exceed:
     - 30 days’ cash requirement
     - Highest invoice amount from previous
       year
• Documented “unusual circumstances”
   may allow higher request for advanced
   amount
• No new advances until all prior year
   advances are paid in full

     Office of Early Learning
                 AGENCY FOR WORKFORCE INNOVATION
 VPK Administrative Advances

• Request for advance may not
   exceed 1/12 of total
   administrative allocation
• Use VPK Reimbursement
   Request Invoice form
   (AWI-VPK 90) for request

   Office of Early Learning
               AGENCY FOR WORKFORCE INNOVATION
VPK Program Advances
      Highest enrollment

      X base allocation

              11
      (adjusted by DCD)

Office of Early Learning
            AGENCY FOR WORKFORCE INNOVATION
    VPK Program Advances
• May request no advance, lesser advance
  or greater advance (with documentation)
• Use VPK Reimbursement Request
  Invoice (AWI-VPK 90)
• Additional advances allowed with
  documentation


    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
      Monthly Reconciliations
         and Cash Needs
• No more than one month’s expenses held
  in surplus
• Use forms AWI-SR 80 & AWI-SR 81 to increase
  or decrease balance of cash advance
• When cash advance balance is greater than
  previous year’s highest invoice, justification
  needed
• “Unusual circumstances” allow higher
   balance
• Where possible, reconcile advanced payment
   to actual monthly expenditures
     Office of Early Learning
                 AGENCY FOR WORKFORCE INNOVATION
           Final Invoice
• Balance of advanced funds should
  equal zero by final invoice

• If advanced funds remain at the
  end of the fiscal year, check made
  out to AWI must accompany final
  invoice
   Office of Early Learning
               AGENCY FOR WORKFORCE INNOVATION
  Interest Earned on Advanced
     Funds – Federal Funds

• Must be held in secure interest bearing
  account
• First $100 of interest may be retained
• Must reflect this retained interest on
  form AWI-SR 80
• Must be used to offset administrative
  reimbursements (97BBA) on month $100 is
  retained
    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
       Interest Earned on
     Advanced Funds – VPK
• Must be held in secure interest
  bearing account

• Must return all interest to AWI




   Office of Early Learning
               AGENCY FOR WORKFORCE INNOVATION
   Interest Earned on Advanced
             Funds (cont.)
• Interest must be calculated quarterly

• Interest must be calculated separately for
  each program (SR & VPK)

• Earned interest must be returned by check
  payable to AWI within 30 days after end of
  each quarter
    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
           Disallowances

 For current year disallowances:

• Reduce next monthly Reimbursement
  Request Invoice by disallowed amount
• Show reduction to OCA originally
  impacted
• Document in writing the disallowance and
  attach to invoice

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
           Disallowances
For prior year disallowances:

• Remit check to AWI for disallowed
  amount
• Check “prior year” box on
  Reimbursement Request Invoice
• ID the OCAs impacted by disallowance
• Provide supporting documentation

    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION
               Refunds
When a provider refunds money to
  coalition for current year
  overpayment:
• Reflect reduction in next monthly
  Reimbursement Request Invoice
• Enter refund toward OCA impacted
• Provide supporting documentation

   Office of Early Learning
               AGENCY FOR WORKFORCE INNOVATION
                Refunds
When a provider refunds money to
 coalition for prior year overpayment:

• Remit check to AWI for overpayment
  amount
• Check “prior year” box on
  Reimbursement Request Invoice
• ID the OCAs impacted by disallowance
• Provide supporting documentation
    Office of Early Learning
                AGENCY FOR WORKFORCE INNOVATION

								
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